1. HR/Payroll User Group Meeting September 2015

2. Welcome Anita Collins ConnectCarolina Change Management Lead

3. 3 Agenda TopicPresenter Reporting: Process for Requesting New ReportsRich Arnold Tricky Transactions, Part IIMegan Keefe Corrie Mimms HR RemindersMegan Keefe Corrie Mimms Commitment Accounting UpdateBrian Simet Payroll UpdatesBrian Simet

4. Reporting: Process for Requesting New Reports Rich Arnold Sr. Director, HR Information Management

8. The Help Ticket

9. 9 How Report Requests Are Prioritized Business Analyst initial review – Error correction on existing report/query Infoporte ConnectCarolina – Modification request on existing report/query – HR Business Process & Technology Subcommittee – Carolina HR Council – ConnectCarolina Integrated Management – New request for report/query External Regulatory Report with fixed deadline Operational report/query – HR Business Process & Technology Subcommittee – Carolina HR Council – ConnectCarolina Integrated Management

10. Tricky Transactions, Part II Megan Keefe Sr. Business Analyst and Team Lead, HR Information Management

11. 11 Tricky Transactions, Part II Scenario: Today is Wednesday, 9/16/2015 and you want to move supplemental pay for Professor Blue from his/her primary job to a secondary appointment. Which ePAR will be used for the changes? —JobChange ePAR Moving supplemental pay from primary job to secondary job

12. 12 Tricky Transactions, Part II What effective date/s should you use? —(trick question – it depends!) —Must use same effective date for both actions —Both actions must fully execute prior to the lockout for the current monthly payroll —Don’t use ‘retro’ effective dates or employee will be underpaid Can you enter both ePARs at the same time? —Yes, because each action is on a different Empl Rcd Moving supplemental pay from primary job to secondary job

13. 13 Tricky Transactions, Part II Which ePAR should be entered first? —Either way will work —Best practice is to start with the primary job What type of comp rate should be used for the Supplemental Pay? —SUPPRT (Monthly flat rate) Moving supplemental pay from primary job to secondary job

14. 14 Tricky Transactions, Part II What happens if the ePAR to add the supplement to the secondary job executes prior to the September payroll lockout but the ePAR to remove the supplement from the primary job does not? —Employee will be overpaid in September —Retro Pay process will correct the overpayment in October paycheck (assuming the 2nd ePAR has executed prior to October monthly payroll lockout) Moving supplemental pay from primary job to secondary job

15. 15 Tricky Transactions, Part II What happens if the ePAR to remove the supplement from the primary job executes prior to the September payroll lock but the ePAR to add the supplement to the secondary job does not? —Employee will be underpaid in September —Delivered Retro Pay will NOT pick up the September supplement for the secondary job because there was no paycheck data associated with that Empl Rcd for September —User must log Remedy ticket for back pay for September —Payroll will manually process September back pay in the employee’s October paycheck based on the remedy ticket. Moving supplemental pay from primary job to secondary job

16. Tricky Transactions, Part II Corrie Mimms Lead Employment Consultant

17. 17 Tricky Transactions, Part II Scenario: The Developmental Engineering department is hiring Jane Jones into an EPA appointment for one year effective 10/1/2015. Is Jane’s Expected Job End Date 9/30/2016 or 10/1/2016? —10/1/16 —The Expected Job End Date is always the first day the employee will no longer receive pay. Expected Job End Date

18. 18 Tricky Transactions, Part II If the Expected Job End Date is 10/1/2016, what date is Jane expected to be paid through? —9/30/2016 —Reminder: EPA employees will continue to be paid if a termination action is not submitted to end their pay. If Jane is reappointed for one more year, what form should the department use? —Edit Existing Job ePAR —The Edit Existing Job ePAR allows users to update job data information including expected job end date, working title, supervisor, and pay. Expected Job End Date

19. 19 Tricky Transactions, Part II What effective date should be used on the Edit Existing Job form to extend the end date? —10/1/2016 —The effective date is the first day the reappointment action is effective. What would be Jane’s new Expected Job End Date? —10/1/2017 —If an employee is being reappointed for a year, then we would expect the end date to be the first day the employee will no longer be paid. Expected Job End Date

20. 20 Tricky Transactions, Part II When would the form to reappoint Jane need to execute by? —The ePAR should fully execute prior to the payroll lockout deadline in the month in which the reappointment is occurring. When would the form to extend an end date for an SPA Student or SPA Temporary need to execute by? —The ePAR should fully execute prior to the Expected Job End Date —Since SPA Students and SPA Temporary employees are terminated on their expected job end date, it’s important an extension is executed prior to that date. Expected Job End Date

21. 21 Tricky Transactions, Part II If Jane’s appointment ends after one year, what would be the effective date of her termination? —October 1, 2016 —Termination effective date is always the first day the employee will no longer receive pay. When would the form to terminate Jane need to execute by to ensure she is not overpaid? —The ePAR should fully execute prior to payroll lockout in the month in which the termination is occurring. —Departments need to ensure all School/Division approvals have been received by the School/Division deadline in order to ensure the ePAR is approved by Central Office prior to the payroll lockout. Expected Job End Date

22. HR Reminders Megan Keefe Corrie Mimms Lead Employment Consultant Sr. Business Analyst and Team Lead, HRIM

23. 23 HR Reminders Don’t —Enter multiple future dated payments of the same payment type at the same time —Use effective dates in the past, especially if there are multiple payments of the same payment type for the employee —Use an effective date prior to employee’s hire date —Use an effective date after employee’s termination date Do —Use effective dates in the current pay cycle —Use the Work Period Start and End dates to reflect the actual dates work was performed —Use effective dates that line up with active employee status Effective Dating with lump sums – Best Practices

24. 24 HR Reminders Don’t —Enter a JobChange action without adding the Return from Work Break reason —Wait to enter the action until after the Expected Job End Date has passed Do —Use Return from Work Break action —Extend the Expected Job End Date at the same time —Initiate the ePAR prior to the date of the previous Expected Job End Date Return from Work Break – Best Practices

25. 25 HR Reminders After passing Step 1 of the form do not navigate back and modify the funding data checkbox —ePAR will not execute or create the requested position number —Campus users will not be able to start new position requests Should the designation need to be changed, exit the existing ePAR without saving and start a new form —Demo Creating New Positions - Add/Update Position ePAR

26. Commitment Accounting Update Brian Simet Payroll Director

27. 27 Payroll Accounting Adjustment Tool (PAAT) Finalizing development – Finalizing conversion of data from Short-term retro tool – Reports PeopleSoft – Integrated – Suspense – Pending InfoPorte (due to potential impact on performance – t/b tested) – Labor Expenditure

28. 28 PAAT Final round of campus testing – Comprehensive end to end testing – First part of October Request for Access sent to MOU Leads this week - (for those who have performed transactions in the current tool) – Access for those who have not performed transactions in the current tool - follow regular access request process – form modified

29. 29 PAAT

30. 30 Payroll & Commitment Accounting Update Dollars to % – Should simplify things Especially for pay rate changes – LSI and ARP – GT will allow input of % in addition to dollars – Modifying GT – Modifying Reports – To be implemented in the coming weeks

31. Payroll Updates Brian Simet Payroll Director

32. 32 Payroll Updates Online W2 – Will rollout 2014 first in next couple of months – Access for separated employees, provided via Guest account access – January 2016 – 2015 W2s will be available 2016 “Green” initiative to get employees to waive paper W2 W4 and NC4 – Under development – 1 st Qtr 2016 rollout – Can not be used by NRA’s

33. 33 Payroll & Commitment Accounting Update Out-of-State Tax Withholding – Thanks for all of the forms submitted – Will be developing FAQ to put on website – Telecommuting – considered as working out of state – Business 2 Address should reflect physical work location – Reminder to complete Notice of Employees Both Residing and Working Outside of North Carolina and upon returning to NC https://finance.unc.edu/files/2015/08/Notice_Employee_Working_Residi ng_Outside_NC.pdf https://finance.unc.edu/files/2015/08/Notice_Employee_Working_Residi ng_Outside_NC.pdf

34. 34 Payroll & Commitment Accounting Update Manual check policy – Attempt to standardize the process – Standard due dates – Standard issue date Biweekly – alt Friday Monthly – 11 th work day following pay day – Minimal gross (prorate for part-time) $290 biweekly ($7.25 x 40 hours) $406 monthly ($7.25 x 7 days x 8hrs) – Edits made to earlier draft based on feedback To be submitted (electronically) as an attachment to a Remedy Ticket Requires HR Officer or above signature

35. Questions?

36. ccinfo.unc.edu 36